1 Addendum Preparation Process ESC-OE Caltrans. 2 Introduction An addendum is a change in contract...

1

Addendum Preparation Process

ESC-OE

Caltrans

2

Introduction

An addendum is a change in contract requirements for an advertised project for which bids have not been opened.

3

Topics of Discussion

• Initiation of Addenda• ESC-OE Review and

Approval of District Requested Addenda

• Processing Addenda• Preparing Addenda

• Methods of Issuing Addenda

• Verification on Receipt of Addenda

• Records Keeping

4

Initiation of Addenda

• District Initiated Addenda– To be requested in

writing.– Processed through the

DOE/ROE.– Signed by the Dist.

Div. Chief (Deputy).– See RTL Guide for

requirements.

5

Initiation of Addenda

• ESC-OE Initiated Addenda– Fed Wage Rates.

– New Regulatory Requirements.

– Reproduction Errors.

– Etc.

6

ESC-OE Review and Approval of District Requested Addenda

• Can the project be bid, built and properly administered without the proposed revisions? Or

• Could it be done more effectively by CCO?

• If not, propose issuing the addendum to the Senior who recommends approval and then process the addendum.

7

Processing Addenda

• Things to consider when issuing an addenda:• Accumulate requests and issue as one

addendum when possible, unless the addendum affects the bid.

• Check if there is an upcoming Fed Min Wage Rate Change addendum and do it as one addendum.

8

Processing Addenda(Continued)

• Consider changing the BO date when an addendum is being issued close to it. Coordinate it with the Scheduling Engineer and District to make sure the proposed BO is acceptable and appropriate.

• Postponement of the BO is mandatory if the addendum is being issued less than 72 hours prior to BO.

• Contact the Addenda Unit right away when it has been recommended to issue the addendum.

9

Processing Addenda(Continued)

• All the Bidders must be contacted by phone when postponing a BO less than 24 hours prior to the current BO. Contact the Addenda Unit for a copy of the Bidders List. In addition, Addenda Unit will provide a copy of the “Phone Addendum Notice” form for use in calling the Bidders. Also inform Contracts Engineering and Awards Units of the postponement.

• Now you're ready to prepare your addendum letter, attachments and plans.

11

PROCESSING ADDENDUM LETTER AND ATTACHMENTS

STEPS:

1. Determine the addendum issue date with your Senior but not later than the Fed Min Wage addendum, if any.

2. Contact the Addenda Unit if the date determined is feasible (because of workload).

3. Contact Plans Coordination Unit (Carol Christian) to retrieve any affected plans from repro whether to be reproduced or not.

12


STEPS:

4. Notify Scheduling Engineer for any BO changes. Reserve the next available date.

5. Redline the affected plans and submit it to Drafting Services (DS). DS will provide a reduce copy and the original full scale plans.

6. Draft the addendum letter and prepare the attachments and plans. Forward the addendum letter, attachments (specs & BEES) and the plans (if is being attached) to the Addenda Unit.

13


STEPS:

7. Addenda Unit will finalize the addendum letter and return to the SE and Senior for their initials and obtaining the signature of the Chief of Office of PS&E.

8. SE to place the "addendum request" in the Job File, update the estimate in the Job File and return the final revised original plans (when it was not attached) to Plans Coordination Unit.

14


STEPS:9. Addenda Unit will submit the final signed

addendum letter and attachments to repro.10. Addenda Unit will issue the addendum to all

contract book holders.11. Plans Counter request repro to reproduce more

“NOTICE TO CONTRACTORS AND SPECIAL PROVISIONS” with the addendum letter at the front.

15


STEPS:

12. Addenda Unit will forward a copy of the addendum with attachments to the SE and Senior.

13. SE to place a copy of the addendum letter in the Job File.

16

HOW TO PREPARE THE ATTACHMENTS

ADDENDUM LETTER:

When preparing an addendum, use the appropriate form letter located in the folder titled "Addenda Letters" under the folder titled "LETTERS" in the HQ OE FileServer. There are 3 form letters for cancellation, postponement and standard (includes the format for revisions to the Plans, Specs and/or Estimate which are included in your package.

Carol will come up NOW and discuss the “FORM LETTERS” available in the Server.

17

MASTER ADDENDUM FORM LETTER

Double Click to merge

STATE OF CALIFORNIA-BUSINESS, TRANSPORTATION AND HOUSING AGENCY GRAY DAVIS, Governor DEPARTMENT OF TRANSPORTATIONESC/OE MS #431737 30TH. Street 2ND. FloorSACRAMENTO, CA 945816

(Date)

«Road»09-«Contract_No»ACNH-P395(170)E«Federal_Aid_No_2»«Federal_Aid_No_3»

Addendum No. _____

Dear Contractor:

This addendum is being issued to the contract for construction on State highway in «Title».

Submit bids for this work with the understanding and full consideration of this addendum. Therevisions declared in this addendum are an essential part of the contract.

Use the appropriate paragraph for the bid opening date.Bids for this work will be opened on «Bid_Open».

Use the paragraph below only if bid opening date is being changedBids for this work will be opened on ____, instead of the original date of «Bid_Open».

Use the paragraph below only if bid opening date was postponeduntil sometime or postponed indefinitely.

Bids for this work will be opened on «Bid_Open». The original bid opening date was previouslypostponed indefinitely under Addendum No. __ dated ___.List the portions of the contract documents being revised. On Federal

Wages the addendum unit will fill in Mod. no. and date.This addendum is being issued to (set a new bid opening date as shown herein and) revise (the Project

Plans), (the Notice to Contractors and Special Provisions), (the Proposal and Contract), and ( the FederalMinimum Wages with Modification Number ____ dated ______________).Use as applicable for plan sheet revisions

Reminder: ALL plan sheet revisions MUST be made on theoriginals, even when the change was made verbally!

Project Plan Sheet(s) ____ is (are) revised. A half-sized (Half-sized)copy(ies) of the revised sheet(s) is(are) attached for substitution for the like-numbered sheet(s).

Project Plan Sheet(s) _____ is (are) added. A half-sized (Half-sized) copy(ies) of the added sheet(s) is(are) attached for addition to the project plans.

Project Plan Sheet(s) _____ is (are) deleted.

Project Plan Sheet _____ is revised as follows:

In the Special Provisions, Section ____.

Page 1 09-«Contract_No»(Date) ACNH-P395(170)E

«Federal_Aid_No_2»«Federal_Aid_No_3»

DO NOT DELETE The Addenda Unit will edit.Addendum No. ___ «Road»Page 1 09-«Contract_No»(Date) ACNH-P395(170)E

«Federal_Aid_No_2»«Federal_Aid_No_3»

Edit as appropriate.Reminder: The job file copy of the BEES MUST be updatedfor ALL estimate revisions!

In the Proposal and Contract, the Engineer’s Estimate ((Item(s) ___ is (are) revised)),((Item(s)___ is (are) added)) and ((Item(s) ___ is (are) deleted)) as attached.

Refer to the "ADDENDA PREPARATION PROCEDURES" for guidelines concerningestimate replacement sheets.

To Proposal and Contract book holders: REPLACE (THE ENTIRE) (PAGE(S) _____ OF THE) ENGINEER'S ESTIMATEIN THE PROPOSAL WITH THE ATTACHED REVISED (PAGE(S)____OF THE)ENGINEER'S ESTIMATE. THE REVISED ENGINEER'S ESTIMATE IS TO BEUSED IN THE BID.

Use the paragraph below only if the Handout is includedin the addendum as attachment ATTACHED ARE COPIES OF THE MATERIAL INFORMATION, PERMIT

____________, AND AGREEMENT _____________.

Use the paragraph below only if the Responses toContractor's inquiries are included in the addendum asattachment

ATTACHED ARE THE DEPARTMENT'S RESPONSES TO THE CONTRACTORS’INQUIRIES. THE RESPONSES TO CONTRACTORS’ INQUIRIES, UNLESSINCORPORATED INTO A FORMAL ADDENDA TO THE CONTRACT, ARE NOT APART OF THE CONTRACT AND ARE PROVIDED FOR THE CONTRACTORS’CONVENIENCE ONLY. I N SOME INSTANCES, THE QUESTION AND ANSWERMAY REPRESENT A SUMMARY OF THE MATTERS DISCUSSED RATHER THAN AWORD-FOR-WORD RECITATION. THE AVAILABIL ITY OR USE OFINFORMATION PROVIDED IN THE RESPONSES TO CONTRACTORS’ INQUIRIESIS NOT TO BE CONSTRUED IN ANY WAY AS A WAIVER OF THE PROVISI ONSOF SECTION 2-1.03 OF THE STANDARD SPECIFICA TIONS OR ANY OTHERPROVISIONS OF THE CONTRACT, THE PLANS, STANDARD SPECIFICATIO NSOR SPECIAL PROVISIONS, NOR TO EXCUSE THE CONTRACTOR FROM FULLCOMPLIANCE WITH THOSE CONTRACT REQUIREMENTS. BIDDERS ARECAUTIONED THAT SUBSEQUENT RESPONSES OR CONTRACT ADDENDA MAYAFFECT OR VARY A RESPONSE PREVIOUSLY GIVEN.

INDICATE RECEIPT OF THIS ADDENDUM BY FILLING IN THE NUMBER OF

THIS ADDENDUM IN THE SPACE PROVIDED ON THE SIGNATURE PAGE OFTHE PROPOSAL.

Submit bids in the Proposal and Contract book you now possess.

Holders who have already mailed their book will be contacted toarrange for the return of their book.

Inform subcontractors and suppliers as necessary.

This paragraph will be edited by the addenda unit.This office is sending this addendum by (confirmed facsimile) (UPS overnight mail) to

(Proposal and Contract), (all) book holders to ensure that each receives it.If you are not a Proposal and Contract book holder, but request a book to bid on this project,

you must comply with the requirements of this letter before submitting your bid.

Sincerely,

NICK YAMBAO, Chief

18

EXAMPLE OF AN ADDENDUM LETTER

STATE OF CALIFORNIA-BUSINESS, TRANSPORTATION AND HOUSING AGENCY GRAY DAVIS, Governor

DEPARTMENT OF TRANSPORTATIONESC/OE MS #431737 30TH. Street 2ND. FloorSACRAMENTO, CA 945816

August 11, 1999

12-Ora-1-15.8,18.412-066914ACSTP-P001(429)E

Addendum No. 3

Dear Contractor:

This addendum is being issued to the contract for construction on State highway in ORANGECOUNTY IN LAGUNA BEACH FROM 0.1 km NORTH OF IRVINE COVE DRIVEUNDERCROSSING TO MYRTLE STREET.

Submit bids for this work with the understanding and full consideration of this addendum. Therevisions declared in this addendum are an essential part of the contract.

Bids for this work will be opened on August 26, 1999. The original bid opening date waspreviously postponed indefinitely under Addendum No. 2 dated July 27, 1999.

This addendum is being issued to set a new bid opening date as shown herein and revise theProject Plans, the Notice to Contractors and Special Provisions, the Proposal and Contract, and theFederal Minimum Wag es with Modification Number 5 dated August 6, 1999. A copy of thesewages are available on the Internet Site athttp://tresc.dot.ca.gov/office_engineer/project_status/afb.html.

On Project Plan Sheet 2, the following is added as note 7 under the "NOTES":

"7. ALL REFERENCES TO "ASPHALT CONCRETE (TYPE G)" IN ALL THEPROJECT PLAN SHEETS IS REVISED TO "ASPHALT CONCRETE (TYPE G-MB)"."

In the Special Provisions, Section 5-1.11, "COMPENSATION ADJUSTMENTS FOR PRICEINDEX FLUCTUATIONS," the item code and description for the second item in the table underthe first paragraph is revised as follows:

"390163 RUBBERIZED ASPHALT CONCRETE (TYPE G-MB)"

In the Special Provisions, Section 10-1.13, "ASPHALT CONCRETE," is revised as attached.

In the Special Provisions, Section 10-1.14, "ASPHALT CONCRETE (TYPE G)," is revised to"Section 10-1.14, ASPHALT CONCRETE (TYPE G-MB)" as attached.

In the Proposal and Contract, the Engineer’s Estimate Item 26 is revised as attached.

19

Addendum No. 3 12-Ora-1-15.8,18.4Page 2 12-066914August 11, 1999 ACSTP-P001(429)E

To Proposal and Contract book holders:

REPLACE PAGE 4 OF THE ENGINEER'S ESTIMATE IN THE PROPOSAL WITHTHE ATTACHED REVISED PAGE 4 OF THE ENGINEER'S ESTIMATE. THEREVISED ENGINEER'S ESTIMATE IS TO BE USED IN THE BID.

INDICATE RECEIPT OF THIS ADDENDUM BY FILLING IN THE NUMBER OF

THIS ADDENDUM IN THE SPACE PROVIDED ON THE SIGNATURE PAGE OFTHE PROPOSAL.

Submit bids in the Proposal and Contract book you now possess.

Holders who have already mailed their book will be contacted toarrange for the return of their book.

Inform subcontractors and suppliers as necessary.

This office is sending this addendum by UPS overnight mail to Proposal and Contract bookholders to ensure that each receives it.

If you are not a Proposal and Contract book holder, but request a book to bid on this project,you must comply with the requirements of this letter before submitting your bid.

Sincerely,

ORIGINAL SIGNED BY

NICK YAMBAO, ChiefOffice of Plans, Specifications

&EstimatesDivision of Office Engineer

Attachments

20


PLAN REVISIONS:

-Minor revisions may be handled by instructions in the addendum letter.

-Half-sized plan sheet revisions and new sheets are issued as attachments with the addendum letter.

_Changes must be identified on the plans by the inverted triangle with the addendum number inside.

#

21


PLAN REVISIONS:

-The statement “ REVISED (ADDED, OR REPLACED) PER ADDENDUM NO. # DATED SEPTEMBER 22, 1999” must be added on the bottom of the plan sheet.

-The inverted triangle must be placed by the revisions if there are just few. It should be placed on the top right corner beside the project info box for a replaced or added sheets.

#

#

22


PLAN REVISIONS:

-After you are done with your redline, submit it to Drafting Services who in turn will provide you a reduced copy and a full size. Make sure you tell them that it is an addendum.

23

PLAN SHEET REVISIONS(AN ITEM OF WORK IS REVISED)

24

PLAN SHEET REVISIONS(DELETE A WORK ITEM)

25

PLAN SHEET REVISIONS(ANOTHER QUANTITY TABLE IS ADDED)

26

PLAN SHEET REPLACEMENT(TOO NUMEROUS TO IDENTIFY)

27

ADDED PLAN SHEET

28


SPECIFICATION REVISIONS:

-The following example on Slide # 18 should be followed how to state the revisions in a Section of the Standard Special Provisions.

-Consider reissuing the Section if it has major or complex revisions i.e. a Section containing 25 paragraphs with tables and 10 of the paragraphs through out the section are being revised.

29

10-1.13ÊÊASPHALT CONCRETEAsphalt concrete shall be Type B and shall conform to the provisions

in Section 39, "Asphalt Concrete," of the Standard Specifications andthese special provisions.

The amount of asphalt binder used in asphalt concrete placed indikes and gutters shall be increased one percent by mass of theaggregate over the amount of asphalt binder determined for use inasphalt concrete placed on the traveled way.

The miscellaneous areas to be paid for at the contract price persquare meter for place asphalt concrete (miscellaneous area) inaddition to the prices paid for the materials involved shall be limitedto the areas listed on the plans.

Aggregate for asphalt concrete dikes shall conform to the 9.5-mm,maximum grading as specified in Section 39-2.02, "Aggregate," of theStandard Specifications.

The area to which paint binder has been applied shall be closed topublic traffic. Care shall be taken to avoid tracking binder materialonto existing pavement surfaces beyond the limits of construction.

A drop-off of more than 46Êmm will not be allowed at any timebetween adjacent lanes open to public traffic.

CONTRACT NO. 12-066914REVISED PER ADDENDUM NO. 3 DATED AUGUST 11, 1999

10-1.14ÊÊASPHALT CONCRETE (TYPEÊG-MB)Asphalt concrete (Type G-MB) shall consist of furnishing and mixing

gap graded aggregate and asphalt -rubber binder and spreading andcompacting the mixture. Type G-MB asphalt concrete shall conform tothe requirements specified for TypeÊA asphalt concrete in Section 39,"Asphalt Concrete," of the Standard Specifications and these specialprovisions.

The swell and moisture vapor susceptibility requirements in Section39-2.02, "Aggregate," of the Standard Specifications shall not apply toType G-MB asphalt concrete.

The Contractor shall furnish samples of aggregate to the Engineer inconformance with the provisions in Section 39-3.03,"Proportioning," of the Standard Specifications.

Aggregate for Type G -MB asphalt concrete shall be of the qualitythat the optimum amount of asphalt-rubber binder to be mixed with theaggregate, as determined by the Engineer in conformance with theprovisions in California TestÊ367 (as amended below), using thesamples of aggregates furnished by the Contractor in conformance withthe provisions in Section 39-3.03, "Proportioning," of the StandardSpecifications. The Engineer will determine the exact amount ofasphalt-rubber binder to be mixed with the aggregate in conformancewith the provisions in California TestÊ367, except as follows:

The specific gravity used in Section "B. Voids Content of Specimen" ofCalifornia Test 367 will be determined by using California TestÊ308,

MethodÊA.Section "C. Optimum Bitumen Content" of California Test 367 is revised

to read:

1. Using FigureÊ2 record in StepÊ1 of the pyramid the asphalt-rubberbinder content of the 4Êspecimens with the maximum asphalt-rubberbinder content used in the square farthest to the right.

2. Plot asphalt -rubber binder content versus void content for eachspecimen on Form TL -306 (FigureÊ3), and connect adjacent points withstraight lines.

3. From FigureÊ3 select the theoretical asphalt-rubber binder contentthat has 4 percent voids. Record this amount in Step 4 of the pyramid.

4. Record the asphalt-rubber binder content in StepÊ4 as the OptimumBitumen Content (OBC).

5. To establish a recommended range, use the Optimum Bitumen Content(OBC) as the high value and 0.3Êpercent less as the low value.

Laboratory mixing and compaction shall conform to the provisions inCalifornia TestÊ304, except that the mixing temperature of the

aggregate shall be between 150¡C and 163¡C. The compaction temperatureof the combined mixture shall be between 143¡C and 150¡C.

The asphalt concrete mixture, composed of the aggregate proposed foruse and the optimum amount of asphalt-rubber binder as determined byCalifornia Test 367 modified above, shall conform to the followingquality requirements:

CONTRACT NO. 12-066914REVISED PER ADDENDUM NO. 3 DATED AUGUST 11, 1999

30


ESTIMATE REVISIONS:

-State in the addendum letter which items are being revised, added or deleted.

-The affected sheets must be attached to the addendum letter.

-If an item is being added and there is an item for Mobilization, the mobilization item must be deleted and added as the last item.

31


ESTIMATE REVISIONS:

-A “one time” Item Code must be obtained from Contracts Engineering when adding a new non-standard item.

-Update the BEES in the Job File as soon as the addendum is finalized. Use blue pen or other color from red or green. Check the Voted Funds limit when there’s a major increase in the estimate. Update the DB to reflect the new cost estimate.

32

ENGINEER'S ESTIMATE12-066914

Item ItemCode

Item Unit ofMeasure

EstimatedQuantity

Unit Price Item Total

21(S)

153155 COLD PLANE ASPHALT CONCRETEPAVEMENT (75 MM MAXIMUM)

M2 25Ê300

22 153214 REMOVE CONCRETE CURB M 400

23 153246 REMOVE CONCRETE(MISCELLANEOUS)

M3 26

24 190101 ROADWAY EXCAVATION M3 250

25 390160 ASPHALT CONCRETE (TYPE B) TONN 420

26 390163 RUBBERIZED ASPHALT CONCRETE(TYPE G-MB)

TONN 9860

27 391003 PAVING ASPHALT (PAINT BINDER) TONN 29

28 394002 PLACE ASPHALT CONCRETE(MISCELLANEOUS AREA)

M2 170

29 394040 PLACE ASPHALT CONCRETE DIKE(TYPE A)

M 1390

30 394044 PLACE ASPHALT CONCRETE DIKE(TYPE C)

M 47

31 394049 PLACE ASPHALT CONCRETE DIKE(TYPE F)

M 380

32(F)

510502 MINOR CONCRETE (MINORSTRUCTURE)

M3 26

33 566011 ROADSIDE SIGN - ONE POST EA 3

34 568001 INSTALL SIGN (STRAP AND SADDLEBRACKET METHOD)

EA 2

35 641134 450 MM PLASTIC PIPE M 390

36 641136 600 MM PLASTIC PIPE M 120

37 650079 900 MM REINFORCED CONCRETEPIPE

M 26

38 016213 375 MM CORRUGATED STEEL PIPE(2 MM THICK)

M 0.5

39 721008 ROCK SLOPE PROTECTION(LIGHT, METHOD B)

M3 2.5

40 729010 ROCK SLOPE PROTECTION FABRIC M2 5

4REVISED PER ADDENDUM NO. 3 DATED AUGUST 11, 1999

33

METHODS OF ISSUING ADDENDA,VERIFICATION ON RECEIPT OF

ADDENDA, RECORDS KEEPING, AND MISCELLANEOUS ISSUES

(BY CAROL FISHER)

1 Addendum Preparation Process ESC-OE Caltrans. 2 Introduction An addendum is a change in contract...

Documents

Transcript of 1 Addendum Preparation Process ESC-OE Caltrans. 2 Introduction An addendum is a change in contract...